General Ledger > Account Segment Value > Set Up, Update or Delete Account Segment Values

This topic discusses the procedure on how to set up Account Segment values in AccountMate Enterprise. It also discusses the procedure on how to update or amend information on existing account segment values, and how to delete an account segment value record.

To set up Account Segment Values in AccountMate, perform the following steps:

1.Access the Account Segment Values Maintenance function from the Accounts group in the Maintenance main menu of the General Ledger module. The Search screen is automatically displayed when this function is accessed.

2.Click the New button to create a new account segment record. The Account Segment Setup screen will be displayed.

3.In the Account Segment Setup screen, complete the following fields for each segment value that you want to set up:

oSegment ID

Click the List box button to select from the list of existing segment IDs created during company creation. The segment masks are also displayed at the right side to guide you on the type and length of the segment ID.

Example: If you set up a numeric type segment with a six-character length, the corresponding segment mask is “999999”. If another segment is in alphanumeric type with a three-character length, the corresponding segment mask is “xxx”.

Note: Segment masks expressed as a series of “9” indicate that the segment value is numeric in type, while segment masks expressed as a series of “x” is alphanumeric.

oSegment Value

Enter in this field a new segment value with a length that matches the segment ID you selected in the Segment ID field. The system requires you to enter the maximum length of characters defined for the segment ID; otherwise, you cannot proceed with saving the record.

oDescription

Enter in this field a description of the new segment value; one that clearly distinguishes the segment value. This description will be carried over into the GL Account ID description. You must enter a value in this field; otherwise, the system will not save the record.

oShort Description

Enter in this field a brief description for the account segment. You may enter a short description with up to 15 alphanumeric characters.

4.The following system behavior will occur depending on the type of segment ID selected in this screen:

4.1 If the selected segment definition is a major segment, enter values on the enabled fields in the Information Page. These values will be used by default when this major Account Segment Value is used in creating GL Account IDs. Proceed to Step #5.

4.2 If the selected segment ID is a minor segment, enter the Retained Earnings account in the Information Page; then, proceed to Step #5.

5.When you are ready, click the Save button in the Maintenance toolbar to save your entries; otherwise, click Cancel to abort the operation.

To update or delete an existing Account Segment Value, perform the following steps:

1.Access the Account Segment Values Maintenance function from the Accounts group in the Maintenance main menu. The Search screen is automatically displayed when this function is accessed.

2.In the Search field, enter the segment value that you want to edit. Alternatively, you may scroll down the Search grid to locate the record that you want to edit. You may toggle the list to show or hide segment definition sections for easier view. Simply double-click on your mouse to select a record. The information pertaining to the selected Account Segment Value will be displayed in the Account Segment Values Setup screen.

3.If you want to edit or update the information in the account segment, enter the necessary changes in the corresponding fields. Note that you can only amend or edit the enabled fields, e.g. description, short description and segment restrictions. When you are ready, click the Save button in the Maintenance toolbar to save your changes; otherwise, click Cancel to reverse your edits.

4.If you want to delete an Account Segment Value record, click the Delete button in the Maintenance toolbar. A dialog box will appear asking if you want to delete the record. Click the Yes button to confirm your choice; otherwise, choose the No button to abort the operation.

Note: You cannot delete an Account Segment Value that is currently assigned to a General Ledger Account ID. When you attempt to delete an Account Segment Value with existing accounts, an error message will appear.

Q. When creating an account segment, what type of data is required in the Segment Value field in the Account Segment Values Maintenance function window?

A. Enter in the Segment Value field a numeric segment value if the system displays the segment mask in a series of "9s." Enter in the Segment Value field an alphanumeric segment value if the system displays the segment mask in a series of "x". To display the segment mask, click the List box button next to the Segment Definition field in the Account Segment Values setup screen.

Q. I attempted to create a GL account segment value in the Account Segment Values Maintenance function; however, I noticed that all fields are disabled and grayed out. How do I resolve this?

A. The number of characters of the GL account segment value must be equal to the GL account segment's length that you defined when you created the company. The fields becomes enabled and editable once the values entered in the Segment Value field matches the segment definition mask selected in the Segment ID field.